Hr Plan Toolkit

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Hr Plan Toolkit

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Agency Strategic HR Plan Toolkit

PREFACE In consonance with its role as the central human resource institution of the Philippine Government and in line with its vision of becoming Asias leading Center of Excellence for Strategic Human Resource and Organizational Development by 2030, the Civil Service Commission (CSC) designed an Agency Strategic Human Resource (HR) Plan Toolkit anchored on Civil Service Law and Rules to serve as guide in developing the Agency Strategic HR Plan. This Toolkit consists of three (3) chapters, as follows: Chapter 1 - Overview: Understanding and Appreciating the Strategic HR Plan Chapter 2 - Getting Started: Essential Elements in Carrying Out the Strategic HR Plan Chapter 3 - Strategic HR Planning Process: Procedural Guidelines in the Development of a Strategic PlanThis Toolkit offers a step-by-step guide to Agency key players in crafting their Agency Strategic HR Plan. In fact, the Commission already prepared and

compiled a wide array of HR templates which may be customized for Agencys use. The Agency Strategic HR Plan is everybodys business and not only that of the Agencys HRM Practitioner. The support of top management and full cooperation of every member are vital.

Designed by the Civil Service Institute-Civil Service Commission Philippines

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Agency Strategic HR Plan Toolkit

TABLE OF CONTENTS

Preface

i

Chapter 1 Chapter 2 Chapter 3

OverviewUnderstanding and Appreciating the Strategic HR Plan

1 4 6 6 813

Getting StartedEssential Elements in Developing the Strategic HR Plan

Strategic HR Planning Process: Crafting the BlueprintProcedural Guidelines in the Development of a Strategic HR Plan

Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 References Glossary/Acronym Annexes

Organizational Profiling Competency Mapping HR Systems Check Prioritizing Gaps and Proposing Interventions Instituting a Monitoring and Evaluation Mechanism Communicating the Strategic HR Plan

14 15 17 19 20

A The Agency HR Strategic Plan Template B The Philippine Civil Service Commission Road Map C Job Analysis Questionnaire D Supervisors Observation Checklist E Competency Model/Inventory F Guidelines on Career Pathing G Guidelines on Succession Planning H Guidelines on Pre-Retirement Acknowledgment

24 39 53 58 61 70 76 81 86

Designed by the Civil Service Institute-Civil Service Commission Philippines

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Agency Strategic HR Plan Toolkit

Chapter 1:OVERVIEW: Understanding and Appreciating the Strategic HR Plan

It is every persons duty to attain perfection.- Jose P. Rizal

Legal Basis The Civil Service Commission, as the central personnel agency of the government, shall establish a career service and adopt measures to promote morale, efficiency, integrity, responsiveness, progressiveness, and courtesy in the civil service. It shall strengthen the merit and rewards system, integrate all human resources development programs for all levels and ranks, and institutionalize a management climate conducive to public accountability.(Section 3, Article IX B, 1987 Phil. Const)

The development and retention of a competent and efficient workforce in the public service is a primary concern of government. It shall be the policy of the government that a continuing program of career and personnel development be established for all government employees for all levels. An integrated national plan for career and personnel development shall serve as the basis for all career and personnel development activities in the government (Sec 30,Revised Administrative Code on Civil Service)

Each Department or agency shall prepare a career and personnel development Plan which shall be integrated into a national plan by the Commission. Such career and personnel development plans shall include provisions on merit promotion, performance evaluation, inservice training including overseas and local scholarship and training grants , job rotation, suggestions and award incentive system, and such other provisions for employees health, welfare, counseling, recreation and similar services. (Sec. 31, Revised Administrative Code onCivil Service)

In line with its mandate and in cognizance of its vision of becoming Asias Leading Center of Excellence for Strategic Human Resource and Organizational Development by 2030, the Civil Service Commission (CSC) designed an Agency Strategic Human Resource (HR) Toolkit anchored on Civil Service Law and Rules to serve as guide in developing the Agency Strategic HR Plan.

WHAT IS THE AGENCY STRATEGIC HR PLAN? The Agency Strategic HR Plan is a Human Resource roadmap which defines or provides direction for the Agency in the development and implementation of programs that are aligned with the Agency Strategic Plan of government agencies or Executive-Legislative Agenda or Annual Investment Plan for LGUs to ensure high employee performance and organizational productivity. As such, essential elements are focused on the acquisition, development, retention, and proper management of HR as well as addressing gaps and proposing interventions. It is aimed at capturing the people element of what an agency is hoping to achieve in the medium to long term, ensuring that: it has the right people in place; it has the right mix of skills; employees display the right attitudes and behaviors; and employees are developed in the right way with enabling mechanisms and appropriate strategies.

Designed by the Civil Service Commission

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Agency Strategic HR Plan Toolkit

HOW WILL THE AGENCY BENEFIT? If a Strategic HR Plan is in place, the agency will be able to equip employees to effectively accomplish the Agencys programs, projects, and flagship priorities. In the long run, the organization will boast of a contented and motivated workforce that succeeds in their work endeavors and reaches greater fulfillment and competitive advantage in their career; greater work efficiency and productivity since knowledge, skills and attitudes are channeled in the right place; HR systems that are easier to utilize, manage, monitor as well as useful in the Agencys future endeavors (e.g. fulfillment of requirements for the accreditation of agencies, assessment of new programs and activities, etc.); highly satisfied Offices that accomplish their plans; higher benefits and rewards as a result of efficiency; heightened Agency integrity for successfully providing the services it is mandated to deliver; and very satisfied public/clientele who reap the full rewards of efficient government service.

The illustration below provides an overview on where the Agency Strategic HR Plan lies on the entire Agencys scheme of things from its mission and vision up to its realization of goal which is client satisfaction.

IM P R O V E D P U B L IC S E R V IC E D E L IV E R Y

O rgan izationally F it A gency E ffective H R S yste m E fficient and P rod uctive H R B etter H ea lth and W ellness P rogra m s

A g ency S tra te gic H R P la n

6 S te ps in S trategic H R P lannin g P ro ce ss

M ission, V ision, S trategies O rga nizational S tructure

G o ve rn m en t A g e n c y

The Agency Strategic Plan serves as the basic reference point for an HR Plan. The success in crafting an Agency Strategic HR Plan depends on the commitment, readiness and enthusiasm of the Agency and its key players as well as sufficient knowledge on the important elements to consider in its development and implementation. These considerations along with how to go about it will be discussed fully and in detail in the succeeding chapters.

Designed by the Civil Service Commission

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Agency Strategic HR Plan Toolkit

Chapter 2:GETTING STARTED: Essential Elements in Developing the Strategic HR Plan

So you have to force yourself out of a comfort zone and really try to figure out what are the key ingredients, the key skill sets, the key perspectives that are necessary, and then figure out a way to attract the very best people to fill those particular roles.~Steve Case, co-founder and former chief executive officer and chairman of America Online (AOL)

The requisites in developing the Agency Strategic Plan are as follows: 1. Organizational Profile; 2. Agency Strategic Plan or Roadmap; and 3. Key Players Organizational Profile A study of the entire agency, and the key challenges it faces. This includes the Agencys Vision, Mission, Core Values, and Organizational Statement. Agency Strategic Plan The Agency's defined strategy and direction, programs and projects in pursuing its goals, as well as in making decisions on allocating its resources (i.e. time, money, human resources, and materials). The Agency Strategic Plan is vital since it provides directions in the pursuit of Agency goals and objectives. It ensures that efforts are not wasted on programs not related to the thrust and mandate of the Agency. Key Players The Key Players have strategic roles and responsibilities in the development and implementation of the agency strategic HR Plan. They are the: 1. Agency HR Champion; 2. HR Planning Team; and 3. HRM Office. An official directive should be issued specifically designating the key players and defining their roles, as follows:Agency HR Champion Criteria Preferably the highest official incharge of HR in the agency with a track record in HR transformation and organizational development HR Planning Team Comprises the following: Heads of offices of: HR/Personnel Planning Admin/Finance Other Office Representatives Employees Association Representative HRM Office A group of trained and experienced HRMPs from the Agencys Human Resource Management Office

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Agency Strategic HR Plan Toolkit